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Free Farm Inventory Manager (Excel, KES) — stock and low-stock alerts

Running out of feed or fertiliser at the wrong moment costs a farm real money. This free inventory manager stops it: list your items with a reorder level, log stock in and out, and it keeps the current stock for every item and flags in red anything that has fallen to its reorder point.

Download — Excel (.xlsx) ↓Opens in Excel or Google Sheets · no sign-up
Prefer Google Sheets? You don't need Microsoft Excel →
  1. Download the file above.
  2. Open Google Drive, then New → File upload and choose the file.
  3. Right-click it in Drive → Open with → Google Sheets. It becomes a fully editable Google Sheet — every formula and tab intact — and works on your phone too.

The .xlsx format opens free in Google Sheets, LibreOffice, or Excel for the web — no paid software required.

What's inside

  • Items grouped by category with a reorder level each
  • Stock in and out logged by date
  • Current stock and stock value, worked out per item
  • Low-stock alerts in red at the reorder point
  • KES throughout; only the yellow cells accept typing
  • Works in Excel or Google Sheets

The tabs

  • Start Here (guide)
  • Items
  • Movements
  • Stock Levels

Yellow cells only. You type in the yellow cells; the rest are locked formulas. Gridlines are off and it prints clean on A4.

Basic vs Premium

The free version does the job. The premium does more of it.

The free basic workbook above is a complete, formula-driven template you can use forever. The premium upgrade adds the extras that turn record-keeping into a management tool.

Basic — Free

  • The core sheets and formulas, in KES
  • Works in Excel or Google Sheets, on your phone
  • Yours to keep, no sign-up

Premium — KES 500

  • A dashboard of stock value by category, drawn as bars
  • A printable stock-take sheet (A4)
  • Reorder suggestions ranked by how low each item is
  • Swahili labels alongside English (Bidhaa, Salio, Jumla)
Get Premium — KES 500 · Excel (.xlsx) ↓Pay once via M-Pesa (Kenya) · yours to keep · opens in Excel or Google Sheets

On Items, list each input once with its category (seeds, fertilisers, chemicals, animal feeds, equipment), its unit, its opening stock, its reorder level and its unit cost. On Movements, log each receipt or issue with the date, the item and the quantity. Current stock is opening plus in minus out, worked out for every item.

A stock-value column multiplies quantity by unit cost so you know what is sitting in the store, and a LOW STOCK flag turns red the moment an item reaches its reorder level. Yellow cells are your only inputs. The premium version adds a stock-value dashboard by category and a printable stock-take sheet. Opens in Excel or Google Sheets.

Do it online instead

Track farm stock and money with Biashara Yangu

Open the free tool →

Custom work

Need a template made just for you?

Can't find the exact workbook, or want one branded and built around how your business actually runs? We build custom Excel & Google Sheets — bespoke financial models, dashboards, sector trackers, data clean-up and automation. Need it in English or Kiswahili, or another language? Just ask. Tell us what you need and we'll quote.

Frequently asked questions

Is the basic version free?

Yes. The basic inventory manager is free to download and keep. The premium upgrade, with a stock-value dashboard and a printable stock-take, is an optional KES 500.

How does the low-stock alert work?

Each item has a reorder level you set. When its current stock (opening plus in minus out) falls to or below that level, the item's row shows a red LOW STOCK flag, so you reorder before you run dry.

Can I track equipment as well as inputs?

Yes. Use the Equipment category for tools and machinery. For consumables like seed and feed the in-and-out logging is most useful; for equipment you can simply keep a register with its value.